Current Openings
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Operations Assistant
Job title: Bi-Lingual Client Care, Administrative and Operational
Assistant
Department: Administration and Operations
Reports to: Administrative Director and Director of Operations
POSITION SUMMARY:
As the first point of contact, the Client Care Assistant plays a critical role in the daily client interactions and has a significant impact on how clients perceive the IPS brand. The Client Care Assistant liaises between the operations department and the client, and as such relies on their strong understanding of the IPS system and process to handle requests with ease and efficiency. This position requires excellent interpersonal skills and a pleasant, friendly nature to welcome clients and direct their requests. Excellent phone etiquette and ability to multitask is also essential to handle a large volume of calls on a daily basis.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Reception & front-office duties:
- Manage the phone system and online chat to direct calls/messages to the appropriate personnel
- Welcome, greet and direct clients, suppliers and the general public
- Receive invoice deposits and enter into the system
- Deliver deposits to operations department for processing
- Follow up on missing/inadequate paperwork
- Notify clients of cheques ready for pick-up
- Update control of daily deposits
- Receive and send out courier orders
- Assist clients with any issues related to their account
- Maintain a presentable reception area
- Assist with general administrative duties to support management
The IPS Client Care acts as backup for the operations department and, therefore, needs to be trained and knowledgeable in or some or all of the following areas:
- Invoice paperwork analysis – understand the different paperwork required to support invoices (e.g. paperwork to support trucking invoices)
- Credit analysis and approval of new payers – understand the different credit sources used in qualifying a client’s customer (also known as payers) as a creditworthy customer
- Invoice data entry – maintain an ability to enter invoice data into the Factor SQL
- Invoice payment – understand the different payment methods and the 8-hour commitment
- Invoice Follow-up – maintain open communication channels with the Follow-up department, making sure that payments on money advanced are coming in timely and without issues
- Invoice collections – support the department that deals with past-due invoice payments
- Invoice payment posting – ensure that payments received on money advanced are correctly and timely reflected in clients’ accounts
Factor SQL System
The Factor SQL application is the central software used to administrate IPS’ portfolio. Through training and personal initiative, it is required that the Client Care Assistant achieves mastery of the system.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
- Fully bilingual (proficiency in English and French)
- Training in Office Administration or a related field, University education preferred
- Some knowledge of Accounting and the “double entry system”
- Comfort with computers along with the ability to learn new systems quickly
- Knowledge of common business practices and terminology
- Outgoing personality and a desire to be around and work closely with other people
- Strong communication skills and ability to clearly explain IPS services along with an ability to listen effectively in order to address any challenges or difficulties clients may face
- Excellent telephone etiquette and professional conduct in every form of interaction
- Good organizational skills and ability to prioritize
- Flexibility and adaptability to working within a small team
- Takes pride in punctuality, consistent performance, and reliability
- Access to reliable transportation
PHYSICAL REQUIREMENTS AND WORKING CONDITIONS:
Ability to operate in a standard office environment with standard office equipment.
How to Apply
IPS Invoice Payment System always welcomes qualified candidates to apply.
If interested in a career at IPS Invoice Payment System, please feel free to submit your resume to careers@invoicepayment.ca.
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